Introduction / Overview
This guide explains how to configure and use the enhanced guest registration and ticket allocation functionality within the portal. The goal of this feature is to introduce a more flexible, day-based guest allocation system, allowing ticket holders to invite different guests across multiple event days.
Previously, tickets were typically allocated one ticket per guest, meaning the same guest would use the ticket for the entire event duration. This update allows users to assign different guests to different days using the same ticket allocation.
For example, if a user requests one weekend ticket, they could invite:
- Guest A on Friday
- Guest B on Saturday
- Guest C on Sunday
This ensures ticket allocations can be used more efficiently and provides greater flexibility for event organisers and request owners.
Prerequisites
Before using this functionality:
- The event must have guest fields configured with capacity limits.
Event administrators must configure the capacity settings in Settings → Lists → Guest Fields.
Activation & Set-up
Step 1: Configure Guest Field Capacities
Navigate to:
Settings → Lists → Guest Fields
Create or edit dropdown fields for attendance days, such as:
- Attending Friday?
- Attending Saturday?
- Attending Sunday?
Each dropdown should include values such as:
- Yes
- No
Enable Capacity Limits for these dropdown values.
New Capacity Option
When capacity limits are enabled, a new option becomes available:
Capacity Limit Type → “User’s request quantity”
If this option is selected, the maximum number of guests selecting that value will automatically match the request quantity.
Example:
If the request quantity = 4 tickets
Then:
| Field | Value | Capacity Limit |
|---|---|---|
| Attending Friday | Yes | Request quantity (4) |
| Attending Friday | No | 0 (Unlimited) |
Repeat this configuration for each day field.
Step 2: Configure Event Guest Limits
A new configuration area is available when editing an event.
Navigate to:
Edit Event → Guest Limits tab
Here you will find a new setting:
Enable more guests to be added than request quantity
This toggle allows the system to support multiple guests across different days, even if the total number of guests exceeds the original ticket quantity.
Requirements to Enable This Setting
This option is only available if:
- At least one guest field has capacity limits enabled, and
- The capacity limit type is set to “User’s request quantity”.
If these conditions are not met, a banner message will appear:
“This setting can only be enabled if you have at least one guest field with ‘request quantity’ capacity limit enabled.”
Steps / How-To
1. Inviting Guests Across Multiple Days
Once the feature is configured, users can invite guests within My Requests.
When editing or adding a guest, users will see dropdown fields such as:
- Attending Friday?
- Attending Saturday?
- Attending Sunday?
Users can assign guests to specific days.
Example:
| Guest | Friday | Saturday | Sunday |
|---|---|---|---|
| Guest 1 | Yes | No | No |
| Guest 2 | No | Yes | No |
| Guest 3 | No | No | Yes |
This allows one ticket allocation to be used by multiple guests across different days.
2. Capacity Enforcement
My Requests (User Side)
Capacity enforcement is now also applied in My Requests.
If there are remaining places for a dropdown value, the system will display:
(X remaining)
Example:
Attending Friday?
Yes (3 remaining)
This helps request owners track how many places remain available.
The remaining count will only appear if:
- The field visibility is Hidden or View Only, or
- The “Show fields guest must complete” toggle is enabled if it is set to View and Edit.
3. Handling Guest Declines or Cancellations
If a guest is:
- Declined
- Cancelled
- Released
The allocated capacity will automatically be returned to the available pool.
Capacities only count against guests who are:
- Not yet invited
- Invited
- Registered
- Accepted
Guests who are declined or cancelled no longer consume capacity.
4. Maximum Guest Limit Calculation
To prevent unlimited guest creation, the system enforces a maximum guest limit.
Formula
Max guest limit =
Request quantity × Number of dropdown values with “request quantity” capacity
Example configuration:
Fields:
- Attending Friday? → Yes (Request quantity)
- Attending Saturday? → Yes (Request quantity)
- Attending Sunday? → Yes (Request quantity)
Total qualifying dropdown values = 3
If request quantity = 10
Then:
Max guest limit = 10 × 3 = 30 guests
The system will display progress such as:
12 of 30 guests added
Once this maximum is reached:
- The Add Guest modal will no longer allow new guests to be added.
5. Example Scenario
If a request has a quantity of 20 tickets, and the dropdown fields allow:
- Friday → 20 guests
- Saturday → 20 guests
- Sunday → 20 guests
Then the total potential number of guests that could be invited is:
20 × 3 = 60 guests
Each day still respects the daily capacity limit of 20.
FAQs
Q: Can a single ticket invite different guests on different days?
A: Yes. With day-based allocation, the same ticket allocation can be used to invite different guests across multiple event days.
Q: Why can I add more guests than my ticket quantity?
A: This is possible when “Enable more guests to be added than request quantity” is enabled and day-based capacities are configured.
Q: What happens if a guest declines an invitation?
A: The capacity assigned to that guest becomes available again, allowing another guest to be invited.
Q: Why can't I enable the "Add more guests than request quantity" setting?
A: This option requires at least one guest field to have:
- Capacity limits enabled
- Capacity type set to “User’s request quantity”
Q: Why don't guests see the remaining capacity?
A: Remaining capacity indicators are only shown to request owners in My Requests, not to guests completing the registration form.
Conclusion
This enhancement introduces a flexible day-based guest allocation system, allowing users to invite different guests across multiple event days while still respecting ticket limits.
Key benefits include:
- More efficient use of ticket allocations
- Clear day-specific guest invitations
- Automated capacity enforcement
- Configurable limits that prevent unlimited guest creation
Once guest field capacities and event guest limits are properly configured, organisers and request owners can manage guest invitations more effectively and maximise the value of their ticket allocations.
Comments
0 comments
Article is closed for comments.